Frequently Asked Questions (FAQ) for Exchange Mailbox Agent

You can view additional information about the Exchange Mailbox Agent in the following Frequently Asked Questions (FAQ).


Why are the messages that were moved from the PST file to an existing folder in the user mailbox, not archived?

If messages older than the received time of the messages that are processed by the earlier archive jobs, are moved to an existing folder of a mailbox from a PST, the incremental jobs will not protect these messages as their time stamp would be earlier than the first archived message. This is due to the design of the incremental archive job using reference time. Inorder to archive the full mailbox, you must add the regkey "bConvertMBJobToFull", which when set to "True" displays the option to "Convert to Full" in the Archive option tab of the archive job.

Can I only backup my mailbox data and not archive or stub any emails?

If you just want to protect your mailbox (just backup and no stubbing/moving of emails), then you can assign ONLY Commvault Exchange archiving policy to the Mailbox and run archive jobs.

Should I add anything to the inclusion folder?

Only selected folders are archived in an inclusion folder set. Archiving operation is an email backup operation, and ideally, we should protect all emails. Therefore, nothing must be added to the inclusion folder.

Auto Discover Association

How does policy assignment work in case of mailboxes that are members of multiple groups?

The policy associated with the last group that the user is discovered in is the policy that is applied. The order in which user groups are also discovered is firstly by numerical value, secondly by capital letters and then by lower case.

For example, if you had 4 groups in total, they would appear as follows:

  1. 12345-Group
  4. Account operators group

Also, if the user is a member of all users group as well as AD group, the policy of the AD group is applied.

Content Indexing

Do I need to run content indexing for all users?

No. You can enable the full search feature, including email body searches, for a specific set of users, and then run content indexing only for those users.

Can I change the index server?

Yes. However, you should schedule some down time when you change the index server. After you change the index server, index reconstruction begins immediately on a new index server. During reconstruction, the following operations will not work: browse, cleanup jobs, content indexing jobs, and recalls from all endpoints.

Does the archive job content index the headers of the emails but not the body of the emails?

Yes, the archive job content indexes the headers of the emails but not the body of the emails. The content indexing job indexes the body of the emails

ContentStore Mail Server (SMTP)

Can we use ContentStore mailbox for group wise email archiving?

Any mail server, which can relay mails would work with Commvault ContentStore mail server(SMTP Gateway).


I want to use quota rules in the clean up policy. What is the best setting to ensure its efficiency?

Along with the quota rules, set the cleanup policy criteria for messages older than 0 years/months/days and larger than 0 KB.

Will a cleanup job stub the emails that are not archived yet?

No, a cleanup job will not stub emails that are not archived yet.


Should we use nested group for discovering mailboxes?

Exchange policies may be changed more frequently for users who are a part of multiple groups of nested AD groups and the Backup Admin may not have access to AD to control this. AD Groups without nesting ensures more consistency between Exchange Mailbox and their mapped policies.

What is recommended if the Exchange Mailbox Agent index server has reached its capacity?

It is recommended that you create a new Exchange Mailbox client and point the new index server to this client. For more information, see Creating an Exchange Mailbox Client for the ContentStore Mailbox After the Index Sever Limit is Reached or Creating an Exchange Mailbox Client for the Journal Mailbox After the Index Sever Limit is Reached.

Note: This is recommended only for Journal Mailbox and ContentStore Mailbox and does not apply to User Mailbox.

Can Outlook 2013 be installed on the same machine as Exchange Server 2013?

Microsoft recommends not to be install Microsoft Outlook on Exchange servers. Install Exchange agent on a proxy server rather than directly on the Exchange servers for Exchange mailbox Agent.

What is recommended when Outlook Add-In recalls over all the mailboxes are failing after the mailbox migration process to Office 365?

We recommend that you set the recall server link and then run an archive job from the new Office 365 client.


Can I use the same proxy for backing up multiple virtual clients, if yes, what are the factors that must be considered?

Yes.One backup stream consumes around 300MB, so as long as you have enough RAM, you can assign the same proxy that can be used for backing up multiple virtual clients.


Why do we need an Exchange Administrator role for Office 365 Service account?

Exchange Administrator role is needed to connect via Powershell and to assign permissions.

What is the alternate way to assign permissions to the service account, if the exchange administrator does not add the service account to the Organization Management group?

You can also assign permissions to the service account by running the following script from the Exchange PowerShell.


[string] $ServiceAccount,




add-adpermission -identity $distgName -user $ServiceAccount -AccessRights ReadProperty, GenericExecute -ExtendedRights "Receive-As" -InheritanceType All -erroraction:continue

add-adpermission -identity $distgName -user $ServiceAccount -AccessRights ReadProperty, GenericExecute -ExtendedRights "View Information Store Status" -InheritanceType All -erroraction:continue

add-adpermission -identity $distgName -user $ServiceAccount -AccessRights ReadProperty, GenericExecute -ExtendedRights "ms-Exch-Store-Create-Named-Properties" -InheritanceType All -erroraction:continue

add-adpermission -identity $distgName -user $ServiceAccount -AccessRights ReadProperty, GenericExecute -ExtendedRights "ms-Exch-Store-admin" -InheritanceType All -erroraction:continue

Can I create new service accounts, which have lower permission for Office 365?

Yes. However, the check readiness application will not work in the service accounts with lower permission (without the Administrator role).

To create new service accounts, you can run the following command from Office 365 Powershell:

New-RoleGroup -ROLENAME-Roles "ApplicationImpersonation","view-only Recipients" - members ServiceAccount

What are the steps after adding multiple new service accounts?

Configure permissions so that users can access the shared job results directory and add the service account in the local admin group for the access node.


Can I change the retention policy for any combination of user, ADGroup, and Database?

Yes. However, the emails marked for deletion will not be recovered for the index server.

Can I retain emails from individual mailboxes with different retention period?

Yes, you can do this by assigning different retention policies at the mailbox level.

Does Exchange mailbox agent use the retention rules that are defined in the storage policy?

No, the Exchange Mailbox Agent uses the retention rules that are defined in the Exchange retention policy.

How does Exchange mailbox retention work?

By default, items are expired every 24 hours. Once expired they are no longer restorable.

Does Exchange Mailbox Agent support synthetic full backup?

Exchange Mailbox Agent uses incremental forever backup strategy and synthetic full backups are not supported

Does Exchange Mailbox Agent support different retention across storage policy copies?

No, different retention across storage policy copies is not a real use case for a forever incremental email archival solution.

Last modified: 10/1/2019 3:50:54 PM